GME Program Admin Senior - Department of Neurosurgery
Michigan Medicine · Ann Arbor, MI · 1 mo ago
Full-time
We need to output HTML fragment with sections: headings for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. However we must include only sections that have real specific content. The job posting includes a Mission Statement (maybe not needed as heading?), Job Summary (maybe About the role?), then many responsibilities listed under headings like GME Program Administration..., Resident and Fellow Scheduling..., Program Evaluation..., Educational Activities..., Recruitment..., Onboarding... etc. There's no explicit Requirements, Qualifications, Skills, Benefits, Pay, Schedule sections. So we should not create those headings unless content present. The posting does not mention Benefits, Pay, Schedule explicitly. There's mention of scheduling responsibilities but not a schedule for the job. So we should not create Schedule section. We can have sections: About the role (maybe from Job Summary), Responsibilities (the bullet list). Possibly Qualifications? Not present. Skills? Not explicit. So we will output
for sections like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. However we must include only sections that have real specific content. The job posting includes a Mission Statement (maybe not needed as heading?), Job Summary (maybe About the role?), then many responsibilities listed under headings like GME Program Administration..., Resident and Fellow Scheduling..., Program Evaluation..., Educational Activities..., Recruitment..., Onboarding... etc. There's no explicit Requirements, Qualifications, Skills, Benefits, Pay, Schedule sections. So we should not create those headings unless content present. The posting does not mention Benefits, Pay, Schedule explicitly. There's mention of scheduling responsibilities but not a schedule for the job. So we should not create Schedule section. We can have sections: About the role (maybe from Job Summary), Responsibilities (the bullet list). Possibly Qualifications? Not present. Skills? Not explicit. So we will output About the role
with a paragraph summarizing Job Summary. Then Responsibilities
with a - for each responsibility bullet. Need to preserve all substantive information; we must not invent or summarize away detail. Must include all details from responsibilities sections. The responsibilities are broken into subheadings with bullet points. We need to capture each bullet as list items. Should we keep subheadings inside list? Probably not; we can just list each responsibility as separate
- . Must preserve all details; we can include the subheading text as part of the li? Might be okay to keep as separate paragraphs? The instruction: Use
- for any list of duties/requirements/benefits, and
for prose. So responsibilities are a list; we should put each duty as
- . The subheadings like "GME Program Administration, Accreditation, and Compliance" could be considered a heading inside list? But we cannot add extra headings inside list unless they are separate sections. Probably better to treat each bullet as list item, preserving the full sentence(s). We'll need to extract each bullet from the text.
Let's parse responsibilities section:
Responsibilities* (the asterisk maybe formatting). Then bullet points:
- GME Program Administration, Accreditation, and Compliance
Coordinates the annual cycle of GME program requirements, deadlines, and required documentation under the direction of program leadership.
Coordinates the annual institutional GME program evaluation and reporting process with the Program Director and Associate Program Director, including establishing timelines, assembling required program data and documentation, facilitating leadership review, ensuring timely submission, and tracking resulting action items and follow-up.
Prepares and maintains ACGME WebADS, Annual Program Evaluation, accreditation, survey, and other required documentation.
Monitors ACGME, specialty-specific, institutional, and departmental requirements and proactively communicates changes, deadlines, and potential compliance concerns to program leadership.
Coordinates preparation for accreditation reviews, self-studies, site visits, special reviews, and other institutional or accreditation processes.
Tracks Program Evaluation Committee action items and program improvement activities.
Maintains and disseminates residency and fellowship program policies and procedures and ensures trainees receive required policies and documentation.
Coordinates periodic review of program policies by the Program Director, including comprehensive review and amendment at least every three years or more frequently when required.
Implements approved changes to program processes and procedures.
Develops and maintains an annual administrative calendar encompassing accreditation, recruitment, evaluation, examinations, appointments, graduation, institutional reporting, and other recurring program requirements.
Identifies potential compliance concerns and brings them to program leadership for timely review and resolution.
- Resident and Fellow Scheduling and Operations
Coordinates and maintains resident and fellow rotation schedules, including vacations, conferences, call, examinations, and clinical coverage.
Coordinates assignments across the VA, Mott, Pavilion, Sparrow Hospital, and other participating clinical services and training sites.
Communicates with off-service departments and external training sites regarding resident and fellow rotations.
Monitors work-hour submissions and identifies issues or trends for program leadership.
Maintains accurate scheduling and training information in MedHub and other applicable systems.
Coordinates routine schedule changes and resolves administrative issues within established guidelines.
Serves as a primary point of contact for time-sensitive or unforeseen administrative issues affecting residents, fellows, educational activities, or program operations; independently resolves issues within established authority and promptly escalates matters requiring Program Director, Associate Program Director, GME, or other institutional involvement.
- Program Evaluation, Clinical Competency Committee, and Performance Management
Manages the resident and fellow evaluation process, including timely distribution, completion, tracking, and maintenance of faculty, peer, rotation, program, and other required evaluations.
Coordinates faculty participation in resident and fellow evaluations, monitors completion, communicates deadlines, and identifies recurring gaps or deficiencies for program leadership.
Coordinates Clinical Competency Committee meetings and prepares comprehensive materials for committee review, including evaluations, milestone data, operative case logs, examination performance, scholarly activity, conference participation, work-hour information, and other relevant performance data.
Synthesizes and organizes resident performance information to support review by the Clinical Competency Committee and program leadership.
Attends Clinical Competency Committee meetings, maintains appropriate meeting documentation, and tracks committee recommendations and required follow-up.
Maintains milestone and CCC documentation and coordinates timely submission of required milestone information.
Manages the administrative cycle for semiannual Program Director evaluations of residents and fellows, including scheduling meetings, assembling relevant performance information, tracking completion, and ensuring evaluation summaries and required documentation are appropriately filed in resident and fellow records.
Coordinates Program Evaluation Committee meetings, including scheduling, preparation of materials, documentation of proceedings and action items, and tracking of program improvement activities.
Provides administrative support to the Program Director and Associate Program Director for resident remediation and other formal performance-management processes, ensuring compliance with institutional and program policies, coordinating required documentation and timelines, and tracking approved plans through completion.
Maintains strict confidentiality of resident and fellow performance and personnel information.
- Educational Activities, Conferences, and Visiting Professors
Coordinates educational activities including Grand Rounds, M&M, CPC, Journal Club, resident teaching conferences, and other required activities.
Provides on-site administrative support for conferences and teaching activities as appropriate, ensuring successful initiation and operation of educational sessions, troubleshooting logistical or technical issues, and maintaining required attendance records.
Tracks resident and fellow participation in required educational activities.
Coordinates CME applications, educational materials, and related administrative requirements.
Coordinates GME-related invited speakers and visiting professors in collaboration with program leadership, including the invitation process and correspondence with distinguished guests, scheduling, itineraries, travel and accommodations, institutional requirements, CME activities, educational materials, and other visit logistics.
Serves as a primary administrative liaison for invited speakers and visiting professors and coordinates their interactions with faculty, residents, fellows, and departmental leadership.
- Recruitment, Applicant Evaluation, and Selection
Coordinates annual resident and fellow recruitment activities, including ERAS applicant materials, interview schedules, candidate communications, itineraries, and recruitment events.
Manages the faculty application-review process, including assignment and distribution of applications to faculty reviewers, tracking completion, communicating deadlines, and ensuring review information is available to program leadership in a timely manner.
Supports the Program Director and program leadership in applicant selection by organizing and presenting application-review information and coordinating the administrative process for selection of candidates for interview.
Coordinates and distributes interview invitations at the direction of the Program Director and manages interview scheduling and related applicant communications.
Serves as the primary administrative liaison between residency and fellowship applicants and program leadership throughout the recruitment and interview process.
Coordinates interview-day activities and recruitment events.
Supports program leadership with Rank Meeting preparation and coordinates administrative aspects of ERAS, NRMP, Match, and post-Match processes.
- Onboarding, Credentialing, Appointments, and Immigration
Manages the post-Match onboarding process for incoming residents and fellows from Match Day through the start of training, ensuring completion of institutional, GME, departmental, credentialing, licensing, payroll, mandatory training, and other applicable requirements.
Maintains onboarding timelines and proactively tracks outstanding requirements to ensure incoming trainees are fully prepared to begin clinical responsibilities on schedule.
Serves as the primary departmental administrative contact for incoming residents and fellows during their transition into the program.
Coordinates orientation for incoming residents and fellows.
Tracks licensure, DEA, ACLS/PALS, mandatory training, credentialing, and other required documentation.
Coordinates immigration and visa-related administrative requirements for international residents and fellows, working with institutional immigration/visa services, GME, and other appropriate offices to ensure required documentation and timelines are met.
Serves as the departmental liaison with institutional GME regarding resident and fellow appointments, reappointments, advancement, and promotion, ensuring that required departmental information and documentation are provided and approved actions are completed appropriately.
Coordinates appointment,
The last line seems cut off: "Coordinates appointment," maybe incomplete due to truncation. We must preserve ALL substantive information; we have that line as is. We'll include it as a list item.
Now About the role: Job Summary paragraph(s). Let's extract:
Job Summary The GME Program Administrator Senior serves as the senior administrative lead for the Department of Neurosurgery's residency and fellowship programs and provides comprehensive administrative and operational support under the direction of physician Program Directors and other program leadership. The position independently coordinates and oversees the day-to-day administrative activities required to support GME operations, including accreditation and compliance, resident and fellow scheduling, recruitment, onboarding and credentialing, evaluations, educational activities, examinations, financial administration, resident professional development and travel, and program events. The incumbent is responsible for ensuring that the program's complex annual operational cycle is anticipated, organized, and executed successfully. The position maintains awareness of recurring institutional, ACGME, specialty-specific, and program requirements and deadlines; proactively communicates upcoming requirements to program leadership; identifies potential problems; and ensures appropriate follow-through. The position serves as the primary administrative resource for the department's GME educational activities and provides day-to-day administrative oversight and coordination of the work supported by the department's GME administrative positions. This includes coordinating responsibilities, ensuring educational activities are appropriately supported, and identifying gaps, competing priorities, or deadlines requiring attention. The position supports a complex Neurosurgery GME environment involving residents and fellows, multiple clinical services and training sites, and numerous institutional and specialty-specific requirements. The incumbent works with considerable independence and is responsible for organizing and coordinating complex administrative activities, managing competing priorities and deadlines, identifying issues, analyzing information, independently resolving problems within established authority, and escalating matters requiring program leadership or institutional involvement. The position serves as a key administrative resource for program leadership, residents, fellows, faculty, Michigan Medicine GME, participating clinical sites, residency and fellowship applicants, and other stakeholders. The role requires strong organizational, analytical, communication, judgment, discretion, and problem-solving skills. The position does not independently establish educational policy or make decisions regarding resident progression, curriculum, clinical training, remediation, or recruitment. These responsibilities remain with physician program leadership. The position provides the administrative coordination, information, analysis, oversight, documentation, and execution necessary to support and implement those decisions.
We'll put that in a
under About the role.
We must not include Mission Statement? It's at top but not a heading; we could include as a paragraph before About the role? The instruction: "Do NOT repeat the job title as a heading (the page already shows it) and do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it." Mission Statement is not a heading; we could include it as a paragraph maybe under About the role? But it's separate content. The instruction says preserve ALL substantive information; do not invent or summarize away detail. So we should include the Mission Statement somewhere. Could be a
before About the role. Since we don't have a heading for it, we can just put a
with the mission statement. Then About the role heading and paragraph.
We must not include boilerplate like cookie/navigation/legal/EEO etc. There's none.
Now produce HTML
- for any list of duties/requirements/benefits, and
for prose. So responsibilities are a list; we should put each duty as
- . The subheadings like "GME Program Administration, Accreditation, and Compliance" could be considered a heading inside list? But we cannot add extra headings inside list unless they are separate sections. Probably better to treat each bullet as list item, preserving the full sentence(s). We'll need to extract each bullet from the text.
Let's parse responsibilities section:
Responsibilities* (the asterisk maybe formatting). Then bullet points:
- GME Program Administration, Accreditation, and Compliance
Coordinates the annual cycle of GME program requirements, deadlines, and required documentation under the direction of program leadership.
Coordinates the annual institutional GME program evaluation and reporting process with the Program Director and Associate Program Director, including establishing timelines, assembling required program data and documentation, facilitating leadership review, ensuring timely submission, and tracking resulting action items and follow-up.
Prepares and maintains ACGME WebADS, Annual Program Evaluation, accreditation, survey, and other required documentation.
Monitors ACGME, specialty-specific, institutional, and departmental requirements and proactively communicates changes, deadlines, and potential compliance concerns to program leadership.
Coordinates preparation for accreditation reviews, self-studies, site visits, special reviews, and other institutional or accreditation processes.
Tracks Program Evaluation Committee action items and program improvement activities.
Maintains and disseminates residency and fellowship program policies and procedures and ensures trainees receive required policies and documentation.
Coordinates periodic review of program policies by the Program Director, including comprehensive review and amendment at least every three years or more frequently when required.
Implements approved changes to program processes and procedures.
Develops and maintains an annual administrative calendar encompassing accreditation, recruitment, evaluation, examinations, appointments, graduation, institutional reporting, and other recurring program requirements.
Identifies potential compliance concerns and brings them to program leadership for timely review and resolution.
- Resident and Fellow Scheduling and Operations
Coordinates and maintains resident and fellow rotation schedules, including vacations, conferences, call, examinations, and clinical coverage.
Coordinates assignments across the VA, Mott, Pavilion, Sparrow Hospital, and other participating clinical services and training sites.
Communicates with off-service departments and external training sites regarding resident and fellow rotations.
Monitors work-hour submissions and identifies issues or trends for program leadership.
Maintains accurate scheduling and training information in MedHub and other applicable systems.
Coordinates routine schedule changes and resolves administrative issues within established guidelines.
Serves as a primary point of contact for time-sensitive or unforeseen administrative issues affecting residents, fellows, educational activities, or program operations; independently resolves issues within established authority and promptly escalates matters requiring Program Director, Associate Program Director, GME, or other institutional involvement.
- Program Evaluation, Clinical Competency Committee, and Performance Management
Manages the resident and fellow evaluation process, including timely distribution, completion, tracking, and maintenance of faculty, peer, rotation, program, and other required evaluations.
Coordinates faculty participation in resident and fellow evaluations, monitors completion, communicates deadlines, and identifies recurring gaps or deficiencies for program leadership.
Coordinates Clinical Competency Committee meetings and prepares comprehensive materials for committee review, including evaluations, milestone data, operative case logs, examination performance, scholarly activity, conference participation, work-hour information, and other relevant performance data.
Synthesizes and organizes resident performance information to support review by the Clinical Competency Committee and program leadership.
Attends Clinical Competency Committee meetings, maintains appropriate meeting documentation, and tracks committee recommendations and required follow-up.
Maintains milestone and CCC documentation and coordinates timely submission of required milestone information.
Manages the administrative cycle for semiannual Program Director evaluations of residents and fellows, including scheduling meetings, assembling relevant performance information, tracking completion, and ensuring evaluation summaries and required documentation are appropriately filed in resident and fellow records.
Coordinates Program Evaluation Committee meetings, including scheduling, preparation of materials, documentation of proceedings and action items, and tracking of program improvement activities.
Provides administrative support to the Program Director and Associate Program Director for resident remediation and other formal performance-management processes, ensuring compliance with institutional and program policies, coordinating required documentation and timelines, and tracking approved plans through completion.
Maintains strict confidentiality of resident and fellow performance and personnel information.
- Educational Activities, Conferences, and Visiting Professors
Coordinates educational activities including Grand Rounds, M&M, CPC, Journal Club, resident teaching conferences, and other required activities.
Provides on-site administrative support for conferences and teaching activities as appropriate, ensuring successful initiation and operation of educational sessions, troubleshooting logistical or technical issues, and maintaining required attendance records.
Tracks resident and fellow participation in required educational activities.
Coordinates CME applications, educational materials, and related administrative requirements.
Coordinates GME-related invited speakers and visiting professors in collaboration with program leadership, including the invitation process and correspondence with distinguished guests, scheduling, itineraries, travel and accommodations, institutional requirements, CME activities, educational materials, and other visit logistics.
Serves as a primary administrative liaison for invited speakers and visiting professors and coordinates their interactions with faculty, residents, fellows, and departmental leadership.
- Recruitment, Applicant Evaluation, and Selection
Coordinates annual resident and fellow recruitment activities, including ERAS applicant materials, interview schedules, candidate communications, itineraries, and recruitment events.
Manages the faculty application-review process, including assignment and distribution of applications to faculty reviewers, tracking completion, communicating deadlines, and ensuring review information is available to program leadership in a timely manner.
Supports the Program Director and program leadership in applicant selection by organizing and presenting application-review information and coordinating the administrative process for selection of candidates for interview.
Coordinates and distributes interview invitations at the direction of the Program Director and manages interview scheduling and related applicant communications.
Serves as the primary administrative liaison between residency and fellowship applicants and program leadership throughout the recruitment and interview process.
Coordinates interview-day activities and recruitment events.
Supports program leadership with Rank Meeting preparation and coordinates administrative aspects of ERAS, NRMP, Match, and post-Match processes.
- Onboarding, Credentialing, Appointments, and Immigration
Manages the post-Match onboarding process for incoming residents and fellows from Match Day through the start of training, ensuring completion of institutional, GME, departmental, credentialing, licensing, payroll, mandatory training, and other applicable requirements.
Maintains onboarding timelines and proactively tracks outstanding requirements to ensure incoming trainees are fully prepared to begin clinical responsibilities on schedule.
Serves as the primary departmental administrative contact for incoming residents and fellows during their transition into the program.
Coordinates orientation for incoming residents and fellows.
Tracks licensure, DEA, ACLS/PALS, mandatory training, credentialing, and other required documentation.
Coordinates immigration and visa-related administrative requirements for international residents and fellows, working with institutional immigration/visa services, GME, and other appropriate offices to ensure required documentation and timelines are met.
Serves as the departmental liaison with institutional GME regarding resident and fellow appointments, reappointments, advancement, and promotion, ensuring that required departmental information and documentation are provided and approved actions are completed appropriately.
Coordinates appointment,
The last line seems cut off: "Coordinates appointment," maybe incomplete due to truncation. We must preserve ALL substantive information; we have that line as is. We'll include it as a list item.
Now About the role: Job Summary paragraph(s). Let's extract:
Job Summary The GME Program Administrator Senior serves as the senior administrative lead for the Department of Neurosurgery's residency and fellowship programs and provides comprehensive administrative and operational support under the direction of physician Program Directors and other program leadership. The position independently coordinates and oversees the day-to-day administrative activities required to support GME operations, including accreditation and compliance, resident and fellow scheduling, recruitment, onboarding and credentialing, evaluations, educational activities, examinations, financial administration, resident professional development and travel, and program events. The incumbent is responsible for ensuring that the program's complex annual operational cycle is anticipated, organized, and executed successfully. The position maintains awareness of recurring institutional, ACGME, specialty-specific, and program requirements and deadlines; proactively communicates upcoming requirements to program leadership; identifies potential problems; and ensures appropriate follow-through. The position serves as the primary administrative resource for the department's GME educational activities and provides day-to-day administrative oversight and coordination of the work supported by the department's GME administrative positions. This includes coordinating responsibilities, ensuring educational activities are appropriately supported, and identifying gaps, competing priorities, or deadlines requiring attention. The position supports a complex Neurosurgery GME environment involving residents and fellows, multiple clinical services and training sites, and numerous institutional and specialty-specific requirements. The incumbent works with considerable independence and is responsible for organizing and coordinating complex administrative activities, managing competing priorities and deadlines, identifying issues, analyzing information, independently resolving problems within established authority, and escalating matters requiring program leadership or institutional involvement. The position serves as a key administrative resource for program leadership, residents, fellows, faculty, Michigan Medicine GME, participating clinical sites, residency and fellowship applicants, and other stakeholders. The role requires strong organizational, analytical, communication, judgment, discretion, and problem-solving skills. The position does not independently establish educational policy or make decisions regarding resident progression, curriculum, clinical training, remediation, or recruitment. These responsibilities remain with physician program leadership. The position provides the administrative coordination, information, analysis, oversight, documentation, and execution necessary to support and implement those decisions.
We'll put that in a
under About the role. We must not include Mission Statement? It's at top but not a heading; we could include as a paragraph before About the role? The instruction: "Do NOT repeat the job title as a heading (the page already shows it) and do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it." Mission Statement is not a heading; we could include it as a paragraph maybe under About the role? But it's separate content. The instruction says preserve ALL substantive information; do not invent or summarize away detail. So we should include the Mission Statement somewhere. Could be a
before About the role. Since we don't have a heading for it, we can just put a
with the mission statement. Then About the role heading and paragraph. We must not include boilerplate like cookie/navigation/legal/EEO etc. There's none. Now produce HTML